ATTACHMENT I
SAN DIEGO UNIFIED DISASTER COUNCIL
MEETING MINUTES
FEBRUARY 19, 2008
1. CALL TO ORDER
Ron Lane, Director of OES called the meeting to order at 9:00am
2. ROLL CALL MEMBER
CARLSBAD David Harrison
CHULA VISTA Rick Emerson
CORONADO Ed Hadfield
DEL MAR/SOLANA BEACH Dismas Abelman
EL CAJON Mike Scott
ENCINITAS Tim Gallup
ESCONDIDO Chuck Milks
IMPERIAL BEACH Leticia Hernandez
LA MESA Absent
LEMON GROVE Mike James
NATIONAL CITY Absent
OCEANSIDE Joe Urban
POWAY Garry MacPherson
SAN DIEGO Tracy Jarman
SAN MARCOS Todd Newman
SANTEE Richard Mattick
SOLANA BEACH Dismas Abelman
VISTA Gary Fisher
OES Ron Lane
3. CALL FOR PUBLIC INPUT
There was none.
4. APPROVAL MINUTES
The UDC Minutes for December 11, 2008 and Conference Call minutes from January 21, 2009 were unanimously approved.
5. EMERGENCY MANAGEMENT PREPAREDNESS PROGRAM (EMPP)-Ron Lane
Ron discussed the development of a regional strategy to apply for and allocate FY09 Homeland Security Grant funds to improve the capabilities of local governments. Regionally we are very strong; however some cities have limited funding, due to budget cuts. The EMPP focus will be to maintain gains made over the last 5 years. This program will offer an opportunity to conduct a baseline assessment which will guide the FY09 grant application to fund internal positions for cities, FPD and County Departments. OES is proposing to waive UDC membership fees for 2009/2010 as part of this new program. Equivalent funding would be provided to OES from FY09 SHSGP planning funds.
The program objective facilitates a process to identify priority projects and ensure each agency has a strategy for the FY09 investment justification, including a customized “road map” to complete priority projects. The plan is to assist over the next few months, making assessments and developing worksheets. Implementation would begin in the August 2009-December 2010 timeframe.
Ron stated this will not impact current allocations. This is a separate system to help ID areas that need upgrading. The real work would be done by paid staff within each jurisdiction. The plan will only work if cities write their own plans. OES can help and provide templates to get cities started. There will also be an evaluation at the end of the project. The UDC will want minimum standards that show everyone’s accountability.
UAWG will serve as the subcommittee to review this investment. They will develop the minimum standards and have the fire districts be a part of it. The concept is to go through a process and identify the investment justification process for the 2009 SHSGP grant. There will be an accountability level with certain minimum and mandatory requirements, as well as flexibility. The agreement would be that the UDC waives fees for the upcoming fiscal year 2009/2010. Ultimately, it will be the UDC to approve this grant request to make that decision. There was a motion to approve the proposal as discussed and was passed unanimously.
6. ANNEX G-Stasia Place
At the last UDC meeting in December, a draft of the revised Care and Shelter Annex was distributed. Stasia thanked everyone for their comments and suggestions and the revisions were incorporated into this final product.
We will be revising the entire Operational Plan next year, but would like approval on Annex G. The Care and Shelter Coordinator is HHSA. It was requested the first paragraph on page 24 be changed to read “Appropriate mass care facilities will be determined in coordination with law enforcement, fire services, the American Red Cross, other necessary agencies depending upon the situation, and the Care and Shelter Branch Coordinator in the OA EOC. The coordination will determine where facilities are needed and which facilities are needed and which facilities are suitable”. A motion was made to approve Annex G with the changes. Motion was passed.
7. FIRE SEASON 2009 PUBLIC EDUCATION-Ron Lane
Ron introduced Chief Augie Ghio, San Miguel Fire, to talk about Public Education for the upcoming fire season. Augie explained how San Miguel Fire Protection Department partnered with Farmer’s Insurance last year and developed a DVD to give to households in the San Miguel area. Farmer’s Insurance paid for the project and the DVD was received quite well. A sample of the packet was distributed to the members. Augie asked the UDC if they would like to take the program to a Regional level this year. The County of San Diego OES and the Fire Chief’s Association agreed it would be a good idea to put together a package with generic information.
Ron has talked with other emergency managers in the nation and the consensus is people are more motivated by their friends and neighbors than media and public officials. Getting neighborhood leaders to buy in to the process is very effective. What is good about this campaign is the neighborhood volunteer takes it to the door and hands it to the homeowner. This personalizes the message. Each jurisdiction can include a letter that also personalizes it from that city. Red Cross will be a part of this as well. Ron suggested referring the project to UAWG Citizen Preparedness Subcommittee to come back to the UDC in April with a proposal. A motion was made to approve this as stated and it was approved.
8. ENERGY RESILIENCE AND ASSURANCE WORKSHOP-Paula Scalingi
The Department of Energy’s Office of Electricity Delivery and Energy Reliability has been undertaking activities to assist states and local government to better understand all-hazards disruptions that could affect energy supply. They have been working closely with states such as California by holding training workshops and other activities to develop state energy assurance plans. They have recently begun to focus regionally at the grass-roots level to help local governments to do the same.
The overall goal is to provide local officials with knowledge, plans and tools to improve community preparedness for energy emergencies; enable the San Diego Region to rapidly restore energy supply and services in the event of a major disruption or disaster with limited damage to health, safety and the economy. Sempra Energy has agreed to participate as well as the military. The conference will be held in mid-May at the Sheraton San Diego Hotel & Marina. Anyone interested should contact Paula Scalingi, Workshop Coordinator at , or 206-601-9301.
9. TSUNAMI VIDEO-Susan Asturias
NOAA and OES staff applied for a grant in 2007 for California’s coastal cities to submit proposals on projects addressing tsunami preparedness. Based on our proposal, OES was awarded the $30,000 grant to create an educational video about tsunamis. Susan Asturias and Paul Olsen created a story, song and script about a teacher crab instructing student crabs on tsunami preparedness. The target audiences are K-12 students, but it was also designed to be entertaining for adults to be used to augment emergency preparedness training. The video was shown at a National Tsunami Hazard Mitigation Program meeting last November in Maryland and was considered a success. The video was released at a February 5th press conference at Del Mar Heights Elementary School and will be distributed to all 725 schools throughout the county. We’ll also be sending copies to the other 57 Operational Areas in the State. It is also on our website, ReadySanDiego.org and is available for download. It will also be placed on the NOAA website in the next few weeks.
10. EOC CREDENTIALING PROGRAM UPDATE-Tom Amabile
This credentialing program is intended to develop a regional pool of trained individuals capable of assisting in local EOCs throughout the Operational Area. Credentialing qualified EOC staff allows the rapid request and receipt of trained
personnel from within the operational area that can assist in staffing their EOC. The program will allow the receiving jurisdiction to quickly integrate these mutual aid resources into their EOC staffing pattern without concern regarding their level of training and/or experience.
Credentials will be valid for a period of no more than five years from date of issue. Waivers of credentials will be dealt with on a case by case basis.
11. WebEOC UPDATE-Stephen Rea
Stephen Rea gave an update on WebEOC. January 5th, 2009 was the official date we changed over to WebEOC 7.0. You can now choose your own passwords. To date we have at lest 400 people who have signed on to the new version. WebEOC has become so much easier to use, however there is a 5 minute process to get registered in WebEOC. It uses Pac numbers, like a key to log into WebEOC. The key numbers are for first time registration. You can give more than one key which will enable you to log into various positions. The Pac numbers have been sent to coordinators and to the UDC. If anyone needs the keys again, Stephen will email them to you. OES has a You Tube video on our website that is very helpful.
Our goal is to simplify WebEOC. We want it to be easy and less intimidating. Training classes are available and updated training classes are on our web page.
12. URBAN AREA SECURITY INITIATIVE (UASI)- Tracy Jarman
Chief Jarman referred to a handout on the FY07 UASI. There is a March 31st equipment deadline. Extension requests will be submitted to the State by February 27th. There are other line items that have been fully expended but are pending County reimbursement prior to submittal to OHS. Training expenditures are 67% with a January 31st, 2010 deadline. Planning is 75% expended. The FY08 UASI investments were approved by the state. All jurisdictions need to provide their Grant Assurances and MOUs to receive reimbursements. OHS investment meetings are set to begin in March. Milestone deadlines –FY09 March 16th application deadline.
Mike Stein was introduced as Roddy Blunt’s replacement as the Regional Training Manager. Mike stated that Roddy did a great job of laying out a foundation for spending the money allocated for training. There is approximately $170,000 left of the FY07 UASI funds. Mike said in the FY08 & FY09 UASI grants we will see a substantial decrease in monies available for training. One of the requirements of the grant is to develop a multi-year training exercise plan. Basically it is a strategic plan on how we are going to prioritize training and spend the money in the future. Under the FY07 funds, the money has been spent on a first come, first serve basis. To be more effective and accountable, the strategic plan will help us identify regional gaps and challenges we have in the region, identify the priorities and expend the money working toward filling those gaps and challenges. There are several different competing challenges to spend the money. More info will be coming out in the next few months.
13. HOMELAND SECURITY GRANTS UPDATE-Paul Olsen
FY 2007 - Each city had a current FY 07 expenditure sheet in their packets.
Paul requested cities to not wait to send in reimbursement requests, send them immediately for processing. Please submit current fiscal year claims in by May 30.
QUARTERLY MODIFICATIONS
The next quarterly modification submittal deadline is March 24, 2009.
FY 2008 – We received the final award letter from CalEMA. In January the County Board of Supervisors approved the award and the appropriations have been established.
FY 2009 - The Federal guidance was released in November. At the last UDC meeting John Wiecjorek gave an overview of the significant changes.
We are still waiting for the State supplemental guidance to be released.
Website: To assist you with grant management, we are going to post grant documents onto our webpage sometime in the next week. We will post reimbursement request forms, a reimbursement check list, glossary, frequently asked questions and answers, important dates and deadlines, and OES grants contact information. Once ready, the link will be sent out to you.
14. TECHNOLOGY PARTNERSHIP UPDATE-Bob Welty
Jill Olen left the Office of Homeland Security in December 2008. The RTP voted Donna Faller to be the RTP representative for the Office of Homeland Security to replace Jill. The 3C’s MOA is making progress. It needs to go through County Board Approval in May. The San Diego Regional GIS Network selected contracts. The RTP Clearinghouse has performed over 57 reviews. Most are from the UDC asking if the programs fit into their needs. Let Bob know if want to receive emails for these reviews. Bob will make sure you get on the list.
Sue Levine gave an update on the Regional CAD Interoperability Project. A negotiations team was formed on January 5th. The team met with the two finalists on January 15th to discuss the Private Public Partnership (PPP) components of the RCIP. The RTP received the best and final offers on January 29th and reviewed with the RCIP Selection Committee. The Thinkstream Proposal total cost with sustainment was $3,343,880. The Qualcomm Proposal total cost with sustainment is $4,642,134. The city of Vista is working on the contract with Thinkstream, Inc for the RCIP solution. The Regional Technology Center is in the process of hiring the RCIP Project Manager. Implementation planning is underway for Phase One.
16. AERIAL FIRE SUPPRESSION REPORT-Ron Lane
In 2008 the Board of Supervisors initiated a pilot program to lease three aircraft (two CL415 Super-Scoopers and one Controller plane) for a period of 90 days to help mitigate this regions’ risk to devastating firestorms.